The Executive Head of Governance and Monitoring Officer presented the report.

Councillor House and Councillor Pretty declared non-pecuniary interests in item 7 of the agenda as they were both members of Hedge End Town Council.

RESOLVED –

That the Administration Committee:

(1)  Considered the report and responses received to the second public consultation;

(2)  Agreed to the proposed changes to the warding arrangements for Hedge End Town Council and recommended to Council that these changes are adopted and a Reorganisation Order is made.

The Executive Head of Governance and Monitoring Officer presented the report.

Councillor House thanked the Independent Remuneration Panel for their work on the Review of Councillors’ Allowances report.

Councillor House stated that he had been in consultation with the Chair, Councillor Corben, and that they would like to make the following changes to the recommendations from the panel.

1.  The Chair and Vice-Chair of the Horton Heath Development Management Committee would be paid the same rate as the Chair of the Administration Committee, and not the Local Area Committee (LAC) as the role is not the same as an LAC Chair/Vice-Chair. The Vice-Chair would be paid an appropriate scaled rate at half the amount of a LAC Vice-Chair.

2.  The current system for subsistence for councillors would be retained, which was the standard local government model when it was agreed.

3.  The current allowance for eye tests would be retained, as although not mandated by employment regulations – it was deemed to be fair.

It was also requested that particular attention be paid to redraft the Councillor’s Allowance Scheme, as suggested, to make sure all the information is in one place and concise.

RESOLVED –

That the Administration Committee:

(1)  Considered the report of the Independent Remuneration Panel;

(2)  Thanked the panel for their work; and

(3)  Make recommendations to Council that:

a)  The Basic Allowance for members of Eastleigh Borough Council for the year commencing 1 April 2022 should be unchanged ie. £7,330.40 but index linked to national pay awards which has been the practice since 2018;

b)  Special Responsibility Allowance payments continue as currently set and continue to be uplifted in line with national pay awards.

c)  The Chair of the Horton Heath Development Management Committee be paid the same rate as the Chair of the Administration Committee, and not the Local Area Committee (LAC) as recommended by the Panel as the role is not the same as an LAC Chair.  The Vice-Chair would be paid an appropriate scaled relate at half the amount of a LAC Vice-Chair.

d)  The scheme of allowances be updated to reflect the current position of the payment of Dependants Allowances including indexation and that prospective Councillors be made aware of these provisions;

e)  A passenger rate of 5p/mile be added to the Councillors’ Allowance Scheme for mileage claims. Public Transport rates to be paid on production of receipts. A rate of 24p/mile for a motorbike be introduced as well as 20p/mile for bicycles as per the Officers Scheme of Allowances. It is further recommended that a link to the claims process be established to allow ease of claiming.

f)  Councillors can claim reimbursement of the cost of eye tests upon production of appropriate receipts;

g)  Any index linking should be in line with national staff salary increases (NJC award) for a maximum of four years from 1 April 2022;

h)  It be noted that in 2021/22 just under 54% of Councillors received a Special Responsibility Allowance which is just above the suggested good practice of no more than 50% of Councillors, particularly when considering any reorganisation of roles.

i)  The Councillors’ Allowance Scheme should be re-drafted to pull together all the relevant information which is held in numerous documents.

To consider the Minutes of the meeting held on 5 September 2022.

RESOLVED -

That the Minutes of the meeting held on 5 September 2022 be confirmed and signed by the Vice-Chair as a correct record.

You can submit questions in advance of the meeting to the following email address: democratic.services@eastleigh.gov.uk. The deadline for submissions is 12pm on Friday 21 October 2022.

Please let us know if you wish to attend the meeting in person so that we can manage numbers.  We are still encouraging all those in attendance to take a lateral flow test before attending the meeting.  PLEASE DO NOT ATTEND IF YOU HAVE ANY COVID-19 SYMPTOMS.

There was no public participation on this occasion.

There were no declarations of interest in relation to items of business at this point on the agenda.

The Executive Head of Governance and Monitoring Officer gave a verbal update to the Committee that there had been no issues with drivers complying with the following amendment to the Hackney Carriage and Private Hire Policy and Conditions, which were agreed by this Committee on 22 November 2021.

• That smart black jeans be allowed that are not frayed, torn or with logos

Therefore the policy remains adopted as it currently stands with no further need for change or review.

The Executive Head of Governance and Monitoring Officer presented the report.

Councillor Parker-Jones raised concerns whether the terms of office should always overlap so that there was always an experienced Independent Person available.

It was agreed that the Executive Head of Governance and Monitoring Officer would revisit the terms to consider an overlap in future.

RESOLVED –

That the Administration Committeeagreed that the term of office for the Council’s Independent Person be extended for a further period of 2 years.